Which tasks appear in administration job advertisements and how often? What is required?

Advertisements for administration jobs contain all the requirements that a company places on new employees for the vacant job profile. Jobseekers will find all the important information about the vacancy in the job advertisements, such as

  • the tasks
  • the employer's requirements (previous education, professional experience, personal skills and characteristics)
  • Further employer information

This information about the administration job varies from company to company. We have collected the information from the relevant job advertisements from various recruitment agencies, looked at it and compiled it for you*:

 

Different job descriptions:

  • Administrative specialist
  • Residents' registration clerk
  • Administrative employee
  • Specialist for public administration
  • Official secretary
  • Administrative employee
  • Head of Administration
  • Team leader in administration
  • Law firm employee
  • Lawyer Building Authority
  • Administrative Assistant
  • Project employee in the administration department

 

Distribution of individual tasks in an administration job:

Organization and coordination: administrative specialists organize processes, coordinate appointments and ensure that information flows efficiently

 approx. 20% of the time

Clerical work and administration: working on specialist tasks in various administrative areas, such as residents' registration, social insurance, financial administration or human resources

 approx. 25% of the time

Customer and citizen support: first point of contact for inquiries from citizens and customers, i.e. providing information and advice accordingly

approx. 15% of the time

Project work and management: participation in or management of projects, often with the aim of optimizing administrative processes or introducing new regulations

 approx. 10% of the time

Legal application and advice: application of laws, regulations and directives in the respective administrative area

 approx. 10% of the time

Finance and controlling: preparing and monitoring budgets, processing invoices and financial plans

 approx. 5% of the time

Human Resources: Tasks in the area of human resources, such as personnel administration, recruitment and development

 approx. 5% of the time

Further tasks:

  • Communication and information: creation and maintenance of information materials, websites and other communication channels
  • Taking minutes and reporting: preparing minutes, reports and presentations for internal and external purposes
  • Quality assurance and management: monitoring and further development of quality standards in administration
 approx. 10% of the time

Requirements mentioned in job advertisements for an administration job

Professional requirements
  • Completed basic vocational training in the commercial sector or equivalent training
  • Completed further training as an administrative specialist with a federal certificate
  • Several years of professional experience in administration
Specialist knowledge for an administration job
  • Specialist knowledge in areas such as public administration, business administration, accounting, law and human resources
  • Good knowledge of Swiss laws, regulations and directives applicable to the public sector
  • Very good knowledge of German
  • Good knowledge of French and English
  • Good user knowledge of common Office programs and specific administrative software applications
Personal characteristics
  • Analytical thinking
  • Communication skills
  • Organizational talent
  • Reliability and ability to work in a team
  • Frequently: Leadership skills
Other Administration Job
  • Organizational skills: planning and coordination of meetings, events and projects
  • Communication skills: Clear written and verbal communication, often including negotiation and conflict resolution skills
  • Service orientation: A high degree of service orientation, especially in dealing with citizens and internal customers
  • Self-management: ability to organize yourself, time management and prioritization

Here you will find informative links on the subject of job advertisements and job searches:

*The information listed here comes from a specific ad hoc study to give you a unique insight into the job market and desired employment. So that you know what is currently required in an administration job.

Schools with an administrative specialist training for an administration job